HOOVER CITY SCHOOLS EXTENDED DAY PROGRAM HANDBOOK 2012-2013

HOOVER CITY SCHOOLS EXTENDED DAY PROGRAM HANDBOOK 2012-2013 1

Hoover City Schools Extended Day Program Mission Statement: The Hoover City Schools Extended Day Program will provide an exciting and enriching after school program in a safe and pleasant environment. We are dedicated to the development, education, and care of children after school hours. Extended Day Office Numbers: Bluff Park Extended Day...439-2870 Deer Valley Extended Day...439-3331 Green Valley Extended Day...439-2531 Greystone Extended Day...439-3231 Gwin Extended Day...439-2631 Riverchase Extended Day...439-3431 Rocky Ridge Extended Day...439-2931 Shades Mountain Extended Day...439-3131 South Shades Crest Extended Day...439-3031 Trace Crossings Extended Day...439-2731 Brock s Gap Intermediate School...439-1670 Extended Day Hours: The Extended Day Program is available at all Hoover City Elementary Schools, Monday through Friday, from 2:45 p.m. until 6:00 p.m. The Extended Day Program is closed on the following holidays. Sept. 3 Labor Day Nov. 12 Veterans Day Nov. 22, 23 Thanksgiving Dec. 24, 25 Christmas Dec. 31 New Year s Eve Jan. 1 New Year s Day Jan. 21 M. L. King, Jr. Day May 27 Memorial Day Enrollment: Children must be enrolled in grades K-5 at a Hoover City Elementary School. Children enrolled in grade 6 at Brock s Gap Intermediate School may also register in the Extended Day Program for 2012-2013. Enrollment information is available at each Extended Day site and online at www.hoover.k12.al.us. Parents are required to complete the registration process online before the child can attend the Extended Day Program. 2

There must be a current Certificate of Immunization form on file with your child s elementary school and you must not have an outstanding balance due the school or the Extended Day Program. It is the responsibility of the parent to update electronically captured student data online and to notify the Extended Day Facilitator of any change of address, telephone numbers (home or work), emergency contact person and medical information. This will help us contact you timely in case of sickness, early closing or medical emergency. Extended Day Fees: There is a $25 nonrefundable registration fee per child. Tuition payments are due on the first business day of each month (first day of school in August). Payments can be made by ACH drafts, credit cards or money order. Money orders must be brought or sent to the school by the 1 st business day of each month. A late fee of $20 will be charged if the tuition payment has not been received by the 5 th business day of the month. If payments are set up as valid recurring payments, parents will not be charged late fees. Extended Day rates are as follows: 1 child $188 per payment (10 payments for the school year) 2 children-$166 per child per payment (10 payments for the school year) 3 or more children--$138 per child per payment (10 payments for the school year) Payment obligation is based on your registration for childcare, not on hours in attendance. Fees are charged based on contractual days. No refunds or credits will be made for days missed due to illness, holidays, vacations and inclement weather. Your child has a reserved space in the program and is provided a service therefore tuition is due whether or not your child attends. For accounting purposes, the school year is divided into 10 equal payments. Tuition payments are due on the 1 st of each month (Sept. through May); only exception is August when tuition is due the first day of school. Withdrawals If a student is withdrawn from the Extended Day Program, refunds will be calculated upon a daily rate. A one-week written notice is required to withdraw your child from the Extended Day Program. Delinquent Account: Tuition is to be paid the first of each month. A $20 late payment fee will be charged if the payment is received after the 5 th business day of the month. Payments are to be made via ACH, 3

credit card, or money order. Payments made by ACH or credit cards will not be charged late fees. Insufficient Funds After two incidents of insufficient payments, a money order will be required for all future payments. Yearend Tax Statement: A parent can access his/her account activity online to report the total amount paid for childcare services the previous year. Attendance: The Extended Day program is for full-time students only, five days a week. Drop-in and parttime students are not accepted. Each child must be signed out daily by a parent, legal guardian or person authorized on the enrollment card; advance written notice must be given if anyone other than a parent will pick up. Identification will be checked if the individual is unfamiliar to the staff. If there is a court order keeping a parent/legal guardian away from the child, a notarized copy of the court order must be on file. Otherwise, a non-custodial parent/legal guardian may pick up the child. If the person picking up the child appears to be under the influence of drugs or alcohol, another authorized person will be called to pick-up both the child and the adult. If a child is unexpectedly absent more than three days in a row, the Extended Day Facilitator will call a parent/legal guardian to inquire about his/her health. Late Pickup Charge: Extended Day closes promptly at 6:00 p.m. A late charge of $10.00 per child is due after 6:00 p.m. with an additional $5.00 charge for each five minutes after 6:05 p.m. Notification by parent of late pickup will not exempt a late pickup charge. If continuing efforts to contact a parent are unsuccessful after 30 minutes, the police will be notified. Charges for late pick-up fees will automatically be billed to the parent s account and drafted by the recurring payment plan. Parents who pay by money order must include the late fee payment in the payment due by the 1 st of the next month. Habitual tardiness in picking up children will result in their suspension from the Extended Day Program. Activities: The Extended Day Facilitator will work closely with the Assistant Principal to provide an enjoyable and developmentally appropriate program of activities. Daily activities include indoor and outdoor games, arts and crafts, board games and more. A structured time for completion of homework is provided for all students. 4

Sample Daily Schedule for Grades K and 1 st : 2:45-3:20 Roll call and snack 3:25-4:15 Physical Activity 4:20-4:35 Homework/story time 4:40-5:40 Centers 5:40-5:50 Clean up 5:50-6:00 Group games/free play Sample Daily Schedule for Grades 2-5: 2:45-3:20 Roll call and snack 3:20-4:05 Homework/study hall 4:10-4:55 Physical Activity 5:00-5:50 Centers 5:50-6:00 Clean up Dress/Attire: The Extended Day Program adheres to the Hoover City School Dress Code. Please dress your child with arts and crafts and outdoor play in mind. We will attempt to go outside every day the weather permits; some play surfaces may not be appropriate for sandals and flip flops. Games/Toys: Students are not permitted to bring to school toys or other entertainment items which are potentially dangerous or damaging to students, staff, or school property. Items which are expressly prohibited include, but are not limited to: electronic devices (I Pods, MP3, radios, voice recorders, jam boxes, headset, beepers, CD players, paging equipment, handheld games, computers, etc.); skateboards; cameras, or any other electronic device with the ability to take photographs; cell phones; fireworks Students may possess a cell phone or other electronic communication device on school property, but use of devices is prohibited except with express permission from the school principal or his/her designee. Cell phones and electronic communication devices must remain turned off during Extended Day. The Extended Day Program assumes no responsibility for lost, stolen, or broken items that a child might bring from home. Food and Nutrition: A nutritious snack program designed by the Child Nutrition Supervisor is provided to students each day. 5

Safe and Drug Free Environment: Hoover City Schools is committed to providing a learning environment free from alcohol, drugs, controlled substances and weapons. The Code of Conduct includes serious consequences for those who violate its provisions relating to drugs, alcohol, controlled substances and weapons. The possession, use, sale, attempted sale, attempted possession or any other involvement with tobacco, drugs, alcohol, controlled substances, or dangerous instruments/weapons will not be tolerated and will subject the violating individual to immediate disciplinary action up to and including expulsions for students. Such prohibition applies not only to firearms, guns, deadly weapons or dangerous instruments carried by a person, but extends also to said prohibited items in automobiles, personal items such as purses or backpacks, or otherwise in the actual possession of any person. Any violations regarding firearms will result in involvement by appropriate law enforcement authorities and may also result in expulsion from the school system. Search of Student Person: When reasonable suspicion exists, an administrator or his/her designee has the authority to conduct a search of a student s person, including the check of coats, jackets, and other outerwear, shirt and pants pockets, purses and wallets, shoes, caps and hats, and other such items. An appropriate law enforcement officer may be called to conduct the search of a student s person when an administrator or his/her designee has reasonable suspicion that the student is in possession of contraband, other items harmful to the health and safety of students and staff, or evidence of a crime or a violation of this code. The search shall be conducted in private by the police officer and in the presence of a school administrator or his/her designee or by a school administrator or his/her designee with another school employee present. Should items which are illegal or contrary to Board policy be found, the Board s discipline process will be followed. Discipline: We seek to maintain an atmosphere of mutual respect among students, parents and staff. Parents will be informed of behavioral problems demonstrated by the child during Extended Day. If behavioral problems continue after a parent conference is held, the administrator reserves the right to suspend the child from the program temporarily or permanently. Tuition is nonrefundable for a child suspended from the program. At any point in the discipline process, actions which are designed to control behavior through the use of humiliation, degradation, or verbal abuse of students shall not be tolerated. Any form of corporal punishment, including punitive physical contact, is prohibited. School Property: The replacement of lost, stolen or damaged property belonging to Hoover City Schools due to misuse or willfulness by a child will be at the parents expense. The administrator or his/her designee is authorized to collect from the parent the exact amount of replacement/repair/service costs which result from damage to school property caused by the student. 6

Special Situations Information: Special precautions which are required for the safety and well-being of individual students should be clearly stated, in writing, to the administrator or his/her designee at the opening of school. Examples of such situations include custody rulings, medical procedures/ precautions, or other potentially critical conditions. Medications (including Tylenol) may be administered ONLY when the approved medication form with required signatures has been received by the administrator or his/her designee. Medication forms are available in the school office. Medications must be brought to the Extended Day office in a properly labeled container. Illness: If a child exhibits any of the following symptoms, parents will be notified promptly and are expected to arrange for immediate pick up of their child from Extended Day: Fever of 101 degrees or higher Communicable disease (such as measles, mumps, chickenpox, etc.) Diarrhea Vomiting Draining Rash Eye discharge or Pinkeye Lice Asthma flare up with no medication on site Too tired or ill to participate in normal activities A child will be allowed to return when he or she is free from medication and symptoms for 24 hours or with a physician s authorization to return. If an injury occurs during the day, the parent will be notified immediately. Medication: Every effort should be made for medication to be administered at home. If medication is to be administered at school, we must have written permission from the child s parent or legal guardian requesting that the school comply with a physician s order. Medication forms are available in the office and online and must be completed before medication can be given. 1. The authority to administer medication to a student must come from the physician as well as the parent/legal guardian. A signed authorization is required before any medication can be given at school. If the medication order is changed (e.g. dosage change) during the school year, an additional consent form is required. No medication may be given without parent and physician authorization and a pharmacy label. 2. All medications (prescription and over-the-counter) must be in the original pharmacy container or manufacturer s labeled container with specific instructions as to when or why such medicines may be necessary. Any over-the-counter container must be unopened when delivered to the school. 3. All medications must be delivered to the Extended Day Office by an adult. 7

4. A physician s authorization will be required for any non-prescription medication to be given for more than ten calendar days. Any medication remaining in the health room over two weeks past the 10-day period, without a physician s signature, will be discarded. 5. Any medication given must be recorded on a medication administration record, which includes date, time and signature of person giving the medication. 6. Medications must be stored in a securely locked container or cabinet at all times. Emergency Events: In the unlikely event that an emergency evacuation should occur at the school, the following evacuation procedures will be implemented: Parents/legal guardians will be notified by the district rapid phone communication system (SchoolMessenger) using the current local phone number provided by the parents/legal guardians during registration. It is imperative that telephone numbers be kept current. The Hoover City Schools Superintendent will notify the media of all evacuation information. Special Full-Day Openings: Pre-registration is required to attend special full-day openings. Pre-registration deadlines are strictly enforced. Contractual commitments are made based on pre-registration. If a child who is registered does not attend, the obligation to pay remains. The cost for a full-day, as part of a school week, is an additional amount per child. Parents must have a zero balance to attend fulldays. This program will be centralized at Shades Mountain Elementary. Dates are subject to change due to inclement weather days. Students may bring their own lunches to special full-days. Bottles, carbonated drinks, and breakable thermos bottles are not permitted. 8

EXTENDED DAY PROGRAM HANDBOOK ACKNOWLEDGEMENT FORM OUR PROMISE TO YOU Talented, experienced and enthusiastic staff members! Numerous, diverse recreational and educational activities! The freedom to choose activities that your child will love! Safe, caring, entertaining and energetic environment! Easy and hassle-free registration and payment procedures! YOUR PROMISE TO US Follow all established Extended Day policies and procedures. Follow established pick up times. Follow payment procedures in a timely and accurate manner. Read and discuss handbook with your child. Notify us in writing of changes in drop off procedures. Notify us in writing of special needs or family situations that would assist us in the care for your child. Notify us in writing of medical changes. I understand the Extended Day Handbook explains all of the policies and procedures in place including: payments, attendance, withdrawal and discipline. I release the Hoover City Schools and the Extended Day Program and its agents and employees from damages or injuries arising out of, resulting from, caused by, occurring during, or in any way connected with the Extended Day Program. I also understand that contracts are renewed annually at which time I will receive a new copy of the Extended Day Handbook. Should changes be made to the policies and procedures throughout the year, I will be notified in writing. I hereby acknowledge that I have read and agree to abide by the policies set forth in the Hoover City Schools Extended Day Handbook. I understand this program is for students requiring fulltime childcare and I am responsible for the weekly tuition whether or not my child attends. Should I neglect to make payments timely, I waive all rights to exemption under the laws of the State of Alabama and agree to pay all costs of collection including attorney fees. Parent s Name (Please print): Parent s Signature: Date: Student s Name: (Please Print) 9